Contract Support & Finance Administrator

ABM UK; Belfast City District; On-site; GBP 25,000 - 31,000; Full time

Benefits offered by this job

24/7 GP

Job summary

ABM UK is seeking an experienced Finance Administrator to join the Contract Support Administration team in the Greater Belfast area. You will handle invoices, CAFM-driven scheduling, and financial reporting while supporting client relationships and internal processes.

The role requires 2+ years in a similar position, proficiency with CAFM systems and MS Office, and a detail-oriented approach. This full-time post offers a structured workload and a clear path for professional development.

Qualifications

• 2+ years' experience as a Finance Administrator or in a similar role.
• Proficiency in accounting software and MS Excel.
• Knowledge of accounting principles, practices and regulations.
• HNC/HND in Finance, Accounting or related field preferred.

Responsibilities

• Provide first line helpdesk support to the Client via phone and email.
• Log and manage calls using the CAFM system.
• Coordinate works through CAFM including planning and scheduling.
• Process and document client invoices with accuracy and completeness.
• Reconcile invoices with purchase orders, delivery receipts and contracts.
• Monitor accounts payable and accounts receivable to ensure timely payments.
• Contribute to month-end and year-end financial closing processes.

Skills

Finance administration

Customer service

Attention to detail

Analytical skills

Communication skills

Education

HNC/HND in Finance, Accounting, or related field

Tools

CAFM system

MS Excel

MS Outlook

MS Word

Job description

Location: Belfast, Northern Ireland Position Type: Full-time, 40 hours per week, Monday - Friday Salary: £28,000 per annum

Job Overview: ABMare seeking an experienced and confident individual to become part of the Contract Support Administration team on a major client site in the Greater Belfast area. The candidate will have experience of customer service, finance and general administration duties.

Responsibilities & Qualifications

• Providing first line helpdesk support to the Client by answer phone calls and emails in a professional and timely manner.
• Log and manage calls using the computer-aided facilities management (CAFM) system.
• Coordination of works through the CAFM system, including the planning and scheduling of works orders for both inhouse and subcontracted services.
• Champion the requirement within the team to ensure the system is used correctly and records of work carried out are recorded on the CAFM system.
• Ensure all works are completed and invoiced by subcontractors in line with set KP ls.
• Support of the organisations performance management system (AES).
• Including data analysis, creation, and completion reports.
• Maintain excellent working relationships with clients, suppliers, and subcontractors.
• Provide system engineering support for the CAFM system.
• Process and document client invoices meticulously, guaranteeing precision and completeness.
• Handle supplier invoices with thorough review for accuracy and adherence to company policies.
• Keep meticulous records of all invoices, receipts, and financial transactions.
• Reconcile invoices with purchase orders, delivery receipts, and contracts.
• Engage with clients and suppliers regarding invoice discrepancies and payment concerns.
• Creation and control of client billing documents through internal processes.
• Monitor accounts payable and accounts receivable to ensure prompt payments and collections.
• Contribute to month-end and year-end financial closing processes.
• Prepare and submit regular reports on the status of accounts payable and accounts receivable.
• Prepare and present cost reports to Contracts Manager and onsite Client Governance team.
• Collaborate with the finance team to enhance and streamline invoice processing procedures.
• Occasional assistance to the Contract Support Helpdesk team to record breakdown requests on computer aided facilities management (CAFM) system.
• Daily management and coordination of works through CAFM system.
• Stay current with industry best practices and evolving financial regulations.
• Attendance at Client meetings relating to service as required.
• Assist in the coordination of weekend and holiday shutdowns with Site Leads and Supervisors.
• Ensure Company updates are communicated to all internal teams.
• Organise and attend offsite meetings as required.
• Attend marketing and conference events when required.
• Act as a liaison to the Training and Organisational Development Manager for organising and booking training for all teams.
• Assist in the onboarding of new staff.
• Methodical and analytical approach to work required.
• Attention to detail in terms of service is essential.
• Any other general administrative tasks.
• Take a results-orientated approach to the role, ensure results are analysed/trended and understood; and those remedial actions are delivered.
• Support any customer initiatives which could lead to longer term benefits to both the customer and ABM.
• Any other ad-hoc duties as reasonably requested by a member of the Management Team.
• Microsoft packages, specifically: Outlook, Excel and Word.
• HNC/HND in Finance, Accounting, or a related field preferred.
• 2+ years' experience as a Finance Administrator or in a similar role.
• Proficiency in accounting software and MS Excel.
• Knowledge of accounting principles, practices, and regulations.
• Desired Experience: Knowledge of CAFM Systems.
• Experience in a helpdesk/ planning/ scheduling or coordination role.
• Experience working in a facilities maintenance or building services environment.
• Exceptional attention to detail and precision.
• Outstanding organisational and time management abilities.
• Effective communication skills, both written and verbal.
• Capability to work autonomously and within a team.
• Strong problem-solving and analytical skills.
• High ethical standards and professionalism.
• Attitude/ Motivation: Confident decision maker under pressure.
• Flexible, reliable, responsible, calm in a crisis.
• Positive and supporting of organisational change.
• Positive attitude to private outsourcing.
• Motivated by a desire to grow the business using effective systems.
• A willing team player.
• Ability to work on own initiative.
• Willing to continue professional development and to develop the role.
• Willing to undergo, and provide, training/coaching in line with organisational philosophy.

We're proud to offer a great range of benefits including: 24/7 GP: Both you and your immediate fa